Migrate from WebCruiter to Crelate

WebCruiter Candidate records map to Crelate Contact. Standard fields (first name, last name, email, phone, address) map directly. We flag records where contact information was entered manually versus auto-populated from a CV parser, and flag any email addresses that fail RFC 5322 validation for customer review before insert. Candidate source attribution from WebCruiter (referral, job board, direct) maps to a custom picklist field candidate_source__c on the Crelate Contact. Records are deduplicated by email address during staging; duplicates are held in a review queue.

WebCruiter Job Postings map to Crelate Job records (the requisition object) with a corresponding Crelate Opportunity created to represent the hiring pipeline. The job title, department, location, and posting status (active, paused, closed) migrate directly. We preserve the original WebCruiter requisition ID in a custom field webcruiter_requisition_id__c for traceability. Archived jobs are separated from active jobs during scoping and mapped to a dedicated Legacy Pipeline in Crelate to avoid reactivation in the active sales process.

WebCruiter Applications link a Candidate to a Job Posting with an application status (applied, in review, rejected, hired). Crelate does not have a separate Application object; instead, the candidate's record holds the job association via a Job link and stage activity. We map application date, application status, and stage history to Crelate activity records and a custom application_status__c field on the Contact. Where the WebCruiter export includes stage history timestamps, we recreate them as Crelate Activity records with the original timestamp preserved.

WebCruiter's custom screening questions are exported as free-form text regardless of their intended type (date, integer, multi-select). We profile each custom field in the staging environment, apply type inference using pattern matching (ISO date format, numeric-only, comma-separated lists), and create equivalently typed Crelate custom fields before migration. Fields where type inference is ambiguous are flagged for customer review before the production load. The customer confirms the final type assignment during scoping sign-off.

WebCruiter stores CVs, cover letters, and portfolio files attached to candidate records. The standard Talentech data export does not include bulk file downloads. We request a complete file archive from Talentech support at the start of scoping, validate attachment filenames against exported record IDs to detect mismatches, and perform a parallel bulk upload into Crelate. Each file is linked to the corresponding Crelate Contact or Job record. Customers with over 1,000 attachments should allow additional staging time for file bundling coordination with Talentech support.

WebCruiter uses configurable pipeline stages per job requisition, and stage names vary by organisation. We extract the full stage set from each exported job during scoping, group them by pipeline theme, and map them to Crelate Opportunity stages under a WebCruiter Legacy Pipeline Record Type. Stage ordering and any closed-won or closed-lost status are preserved. The customer approves the final stage mapping during the staging sign-off before the production migration.

WebCruiter records reference internal user IDs for the recruiter or hiring manager assigned as owner. The standard Talentech data export may not include the full user directory. We flag owner fields where the user ID does not resolve to a known Crelate User by email match. The customer's Crelate admin provisions any missing users before the production load phase. Owner fields that remain unresolved after user provisioning are set to the migration owner and flagged in the reconciliation report.

WebCruiter stores notes and activity records as linked entities. These migrate to Crelate as Activity records attached to the Contact or Job record. We preserve the original timestamp, author attribution (mapped via the Owner reconciliation), and note content. Rich-text formatting from WebCruiter is flattened to plain text to ensure compatibility with Crelate's activity display.

WebCruiter tracks the origin of an application (job board, referral, direct application, agency). This field is frequently blank in legacy records or populated inconsistently. We map values that exist to a custom picklist field on Crelate Contact and normalise common variants (e.g., 'LinkedIn' and 'linkedin.com' merged). Blank source values are left blank in Crelate rather than defaulted, so reporting on source attribution only reflects clean data.

WebCruiter archives jobs without deleting candidate records. Archived jobs retain their original pipeline stage set, which conflicts with the active pipeline schema in Crelate. We separate archived jobs from active jobs during scoping and assign them to a dedicated Legacy Pipeline Record Type in Crelate. The customer decides whether to include archived job history in the migration scope or exclude archived pipelines entirely to reduce migration volume and cost.

WebCruiter allows custom questions with multiple-choice answers. These are exported as comma-separated text and must be re-created as Crelate multi-select picklist fields. We extract the unique value set from each multi-select field during profiling, create the Crelate picklist with those values as allowed options, and migrate the stored comma-separated text by splitting into Crelate's multi-select format. Fields with more than 500 unique values are flagged as potentially unmanageable in a picklist and discussed with the customer.

Organisations operating in Norway and Sweden must account for GDPR consent records stored alongside candidate data in WebCruiter. If consent flags, opt-in dates, or data processing agreements are present in the export, we map them to custom fields on the Crelate Contact record. We confirm the scope of GDPR-relevant fields with the customer during scoping and validate that Crelate's data residency and DPA terms are aligned with the customer's obligations before any EU personal data is loaded.